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G1 - Civilian Employee Casualty Assistance Guide

This guide provides everyone in the OSC with minimum requirements for notifying,
investigating, reporting, and submission of reports for Army Class A and B accidents or
incidents occurring away from the responsible unit's home station.

Class B Accidents

Injury/Illness: Permanent partial disability. Three or more persons hospitalized

A general time line is provided. Use the time line and the Checklist for Reporting Army
Class A and B Accidents, to ensure required procedures are followed in a timely manner.

This guide is provided so that your organization will be aware of and have access to the
regulations and files that need to be maintained. Every office should periodically review
the list of governing regulations, reports, correspondence, and articles to be maintained
on file, in case a casualty occurs.

Each installation should identify and train several individuals to carry out the responsibilities
of the Casualty Assistance Officer (CAO). The responsibilities of the CAO are outlined below.

Operations Center/SDO will notify (Within 24 hours)

Checklist for Reporting and Administration of Deaths and Serious Injuries

Notify family membersImmediately (verbal) report incident to ASC, AMD, and Army Saftey CenterAssemble Crisis Team MembersSubmit Serious Incident Report (SIR) and any additonal informationPrepare statement for possible release to news mediaNotify Occupational Safety & Health Administration (OSHA) regional officePrepare for possible accident investigationPrepare for possible collateral investigationAssign Casualty Assistance Officer(s) to assist family(ies)Establish communication with the workforcePrepare travel arrangementsProcess all personnel actionsProcess all applicable compensation formsEstablish communication with family members to assist in processing all claimsMaintain a list of all contact numbersMaintain one established location for collection and documentation of all correspendenceSupport family members until final closureDetermine need for Critical Incident Stress Debriefing, if required, - coordinate with ChaplainDetermine need for Memorial Service, if required, coordinate with Chaplain

Guidance/Procedures for Providing Results of Fatal Accident Investigations to Civilian Employee's Next of Kin (NOK)

1. The commander will obtain permission from the Adjutant General (TAG), through the HQ ASC Safety/RadWaste Office, to make a presentation request to the NOK of a
civilian employee or contractor, whose death results from a work-related accident.

2. The HQ ASC Safety/RadWaste Office will coordinate with the HQ ASC Office of Counsel and Provost Marshal/Intelligence Office, as well as the US Army Materiel Command
(AMC), to obtain copies of all reports generated by various Agencies/ Organizations concerning the fatal accident.

3. Upon receiving permission from TAG, the commander will work with the installation’s designated Casualty Assistance Officer (CAO) to obtain pertinent family member information.

4. Following notification from the commander of the completion of investigation reports, the CAO will inform the NOK that the Army is prepared to discuss the results of the investigation with them.
The NOK may accept or decline the offer. Releases of information before the NOK either declines or receives the presentation, will be minimal, to address the natural public concerns and will require approval
of ASC HQ Public Affairs Office!

5. NOK Declines the Offer: The CAO will inform the commander of this fact.The commander will notify TAG and AMC, through the HQ ASC Safety/RadWaste Office, that the NOK does not desire a presentation.

6. NOK Accepts the Offer: The CAO will inform the commander of this fact.The commander will notify TAG and AMC, through the HQ ASC Safety/RadWaste Office, that the NOK desires a presentation.
The commander, unless otherwise specified, will take the lead in this process and will assemble presentation teams, alert and direct participation of support activities, and oversee the execution and
follow-up of the presentation. The commander will present appropriate releasable information to the NOK.

Unless otherwise specified by TAG, the briefing team will consist, as a minimum, of the commander. AMC or HQ ASC may request other subject matter experts to participate on the team.
The team will meet, upon request of the commander, to coordinate the presentation and anticipate any issues. A Chaplain should be available to provide support to family members receiving
the briefing and to the briefing team members assigned this difficult task. In order to preserve their status as neutrals and their ability to provide ministry to all involved, the Unit Ministry
Team should not be a part of the actual briefing team.

The commander will take the lead during the presentation, refer any issues outside his/her area of competence to participating subject matter experts, and ensure a prompt reply to any unresolved issues.
The commander’s primary responsibility will be to meet personally with the deceased civilian employee’s NOK and deliver a thorough, open explanation of the facts and circumstances surrounding the employee’s
death.

Discussion in an unclassified presentation, consistent with law and regulations, will include the following three areas:

An explanation of the installation’s mission, which highlights the employee’s significant contributions to the mission and the Army.

A complete and accurate account of the facts and circumstances surrounding the death of the employee. The team must obtain the appropriate advanced approval from any
Agency/Organization in order to discuss the releasable information of that Agency’s/Organization’s investigative report in the NOK presentation.

An explanation of potential corrective actions, which will preclude similar incidents.

Upon completion of the presentation, the commander will submit an after-action report to TAG and AMC, through the HQ ASC Safety/RadWaste Office. TAG will task appropriate organizations to
respond to any unresolved issues related to the presentation.

Crisis Team Members for Reporting and Dissmeination of Information

The following individuals/agencies should be involved, as early as possible, in any emergency involving a death or serious injury:

Commander

Executive Officer

Legal Office

Safety Office (AR 385-40 w/suppls)

Law Enforcement ( AR 190-40 )

Civilian Personnel Advisory Center (AR 27-20, DA PAM 27-162)

Workers' Compensation Office (AR 27-20)

Resource Management (DFAS-IN Reg 37-1)

Public Affairs Office

Transportation (5USC 5742, 5USC 8134, FTR 303-70)

Employee Assistance

Army Community Services

Casualty Assistance Officer(s)

Chaplain

Responsibilities of Staff Judge Advocate (Legal) Office Personnel

The controlling Army regulations are AR 27-20, Claims, and DA Pam 27-162, Claims Procedures. AR 27-20 provides: "This regulation sets forth guiding policies and legal principles for
investigating, processing, and settling claims against, and in favor of, the United States. This publication is intended to be used as guiding policy for the procedures in DA Pam 27-162."
DA Pam 27-162 provides: "This pamphlet sets forth procedures for investigating, processing, and settling claims against, and in favor of, the United States. This publication is intended to
be read and used in conjunction with AR 27-20, which sets forth guiding legal principles and policy."

The SJA Office at the installation located nearest to the accident/incident must be notified of any accident/incident that has the potential to lead to a tort (negligence) liability action, i.e., a potential claim against, or in favor of, the United States (Army).

If the SJA Office who is initially notified of an incident is also designated Claims Office (see: AR 27-10, paragraph 2-2 and DA Pam 27-162, paragraph 2-2, and Tables 2-1 through 2-5) steps are to be undertaken to begin a claims investigation of the incident. A claims investigation begins when claims personnel learn of an incident that has the potential for liability, not when a claim is filed. The steps for the claims investigation are as outlined in AR 27-20, Chapter 2, Section IV and DA Pam 27-162, Chapter 2, Section IV.

If the SJA Office is not designated Claims Office, then the SJA Office must contact the Claims Office with territorial jurisdictional responsibility for the incident. (See: DA Pain 27162, Tables 2-1 through 2-5 containing a listing of Army Claims Offices worldwide by territorial jurisdiction.)

The Claims Office with territorial responsibility for processing a potential claim must notify the Area Action Officer in the Torts Division of the U.S. Army Claims Service, Fort Meade, MD. The responsible Claims Office will have a working relationship with the assigned Area Action Officer at the U. S. Army Claims Service. As such, the responsible Claims Office will know the name of the responsible contact at the U.S. Army Claims Service and the telephone number.

Responsibilities of Casualty Assistance Officer (CAO)

Assist the primary next of kin (PNOK) during the period immediately following a casualty.

Eliminate delay in settling claims and paying survivor benefits to the next of kin (NOK).

Assist the PNOK in other personnel-related affairs.

Role of the Casualty Assistance Officer (CAO):

The CAO will assist and counsel the PNOK on all matters pertaining to the deceased, and will assist the family members of individual(s) injured.

Communicate with the NOK by phone within 24 hours after initial notification.

Determine the immediate needs or problems facing the NOK and render prompt, courteous, and sympathetic assistance.

Coordinate with accident site (CAO) to ensure adequate assistance is provided to family members during their stay.

Will coordinate with the family in making arrangements for payment of bills, applying for retirement and insurance benefits, compensation, and transportation of family to accident site and return.

CAO will provide the NOK with a written card with their name, home and duty telephone numbers.

In the event family members wish to use facilities at the installation, the CAO will coordinate and secure Club Facility for their use.

The duties as a CAO will normally fall into two distinct phases. Phase I is the period from notification to burial, and Phase 11 is the period from burial through about 90 days after the burial
when entitlements and benefits are processed.

Responsibilities of the Worker's Compensation Office

In accordance with Public Law 103-3, Federal Employees' Compensation Act, the Workers' Compensation Office will perform the following for any fatality occurring in a TDY status:

Notify the U.S. Department of Labor, Office of Workers' Compensation Programs (OWCP), as well as the DOD Liaison, of civilian employee fatal and/or catastrophic accidents (on duty).
Upon notification, the following information will be requested/provided and forwarded to OWCP:

Request Form CA-6 (Official Superior's Report of Employer's Death), which must be filed within 48 hours.

Request, as appropriate, a Form CA-5 (Claim for Compensation by Widow, Widower and/or Children) or a Form CA-5b (Claim for Compensation by Parents, Brothers, Sisters, Grandparents, or Grandchildren). Provide all necessary forms to hospital or attending physician, if known.

Upon OWCP approval of the claim as a death resulting from an injury sustained in the line of duty and in accordance with Section 651 of Public Law 104-208, the Omnibus Consolidated
Appropriations Act, the agency will pay up to $ 10,000 as a death gratuity to the personal representative of the deceased employee.

Under the same governing directive cited in para 1, the Workers' Compensation Office will perform the following for an injured employee requiring emergency medical care while in a TDY status:

Notify the Department of Labor, OWCP, as well as the DOD Liaison. Upon notification, the following information will be requested/provided and forwarded to OWCP: File a Form CA- I
(Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation), which must be filed within 48 hours, for the employee. Provide all necessary forms to hospital or attending physician, if known.

Upon notification and receipt of CA- I from agency, OWCP will:

Generate a case file number for the claim (case file number required for all medical providers for billing purposes).

Send a notification letter to the family explaining benefits and points of contact.

The following, if known, will be contacted, and information received will be forwarded to OWCP:

Upon OWCP approval of the claim as a death resulting from an injury sustained in the line of duty and in accordance with Section 651 of Public Law 104-208, the Omnibus Consolidated
Appropriations Act, the agency will pay up to $ 10,000 as a death gratuity to the personal representative of the deceased employee.

Under the same governing directive cited in para 1, the Workers' Compensation Office will perform the following for an injured employee requiring emergency medical care while in a TDY status:

Notify the Department of Labor, OWCP, as well as the DOD Liaison. Upon notification, the following information will be requested/provided and forwarded to OWCP: File a Form CA- I
(Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation), which must be filed within 48 hours, for the employee. Provide all necessary forms to
hospital or attending physician, if known.

Upon notification and receipt of CA- I from agency, OWCP will:

Generate a case file number for the claim (case file number required for all medical providers for billing purposes).

Send a notification letter to the family explaining benefits and points of contact.

The following, if known, will be contacted, and information received will be forwarded to OWCP:

Employees' supervisor (request employee be placed in a continuation of pay status for payroll purposes).

Contact nurse intervention program at OWCP for assignment. Nurse intervention will contact treating physician for verbal authorization for necessary treatment employee may need.

Continue claim as normal once employee has returned to area.

Note: DoD Liason will help with advice and walk through all paperwork for both types of calims for fast adjudication.

Installations Responsibilities for Accident and Reporting and Records

Army Regulation 385-40, Accident Reporting and Records, along with AMC Suppl I to AR 385-40 and OSC Suppl to AR 385-40, provide "policies and procedures and assign responsibilities for
initial notification, investigating, reporting, and submitting reports of Army accidents and incidents. AR 19040, Serious Incident Report, along with AMC Suppl 1 to AR 190-40, establishes
responsibilities for reporting Army serious incidents and other incidents that may cause wide-spread unfavorable publicity or otherwise be of concern to DA or higher authorities.

Accident and Incident Classes:

Class A Accident - an Army accident in which the resulting total cost of property damage is $ 1,000,000 or more; an Army aircraft or missile is destroyed, missing, or abandoned; or any
injury and/or occupational illness results in a fatality or permanent total disability.

Class B Accident - an Army accident in which the resulting total cost of property damage is $200,000 or more, but less than $1,000,000; an injury and/or occupational illness results in
permanent partial disability, or when five or more personnel are hospitalized as inpatients as the result of a single occurrence.

All accidents that require or may require a Board of Investigation (BOI), will be reported by telephone immediately to:

The Regional Director of the Occupational Safety & Health Administration (OSHA) will be notified of any accident/incident resulting in a fatality or the hospitalization of 3 or more people.

Accident Investigation Procedures:

The commander of the major subordinate command (MSC) sustaining the accident is responsible for appointing an accident investigation board per AR 385-40, paragraph 4-2. When an accident
occurs away from the home station, the officer who would normally appoint the board may request the general court martial convening authority (GCMCA) for the installation closest to the
accident or upon which the accident occurred to conduct the investigation.

A collateral investigation may be conducted at the direction of the commander whose personnel, equipment, or operations were involved in the accident. Safety personnel (assigned or
military occupational specialty (MOS) trained) and personnel responsible for conducting accident investigations will not conduct, review, evaluate, assist with, or maintain on file
the collateral investigation.

Appointment of Board - IAW para 4-2, AR 385-40

Preserve the accident IAW para 4-5, AR 385-40

Preserve the accident where possible allowing only rescue or recovery of victims Photograph, when possible, location of victims before moving Restrict access to site to investigators.
Photograph and record all items removed from the scene that would potentially be destroyed by time or the elements Secure all items removed.

Release of Information Procedures:

All requests under the provisions of the FOIA, information from, or copies of limited use accident reports or Class A, B, or C general use reports will be referred through command channels to the Commander, USASC, ATTN: CSSC-ZJA, Fort Rucker, AL 36362-5363.

Subpoenas for the production of accident reports or for the testimony of accident investigators will be referred to the recipient's legal adviser or SJA for action required by AR 27-40.

Requests for access to accident reports from other staff sections and DOD organizations and commands are governed by the restrictions in AR 3 85-40, paragraphs 1-7, 1-10 and 1-11.

Responsibilities of the Resource Management (RM) Directorate

Upon notification of death or injury of an employee in a TDY or PCS (CONUS/OCONUS) the Resource Management Directorate will perform the following:

Have available for review all current USC, CFR, and JTR citations which reference transportation and per them entitlements of family members (Note: different in the case of death versus injury),
entitlements to preparation and transportation of deceased, as well as funeral expenses, and Invitational Travel Order requirements for family members.

Communicate entitlements to family members.

Assist family members in processing claims (travel settlement voucher and other request for reimbursement). This requires close coordination with DFAS Paying Office and Department of Labor.

Follow-up with Paying Office and assure satisfaction of family member claims.

Responsibility of Traffic Management Specialist

When official notification is received concerning a fatality, the traffic management specialist must assist the next of kin (NOK) with travel arrangement in order to arrive at the destination of the incident ASAP.

Where and who requires assistance, determining who is going to the location, and what they are entitled to are from YIR Vol. 11, para. 6050 and other official sources. Guidance should also be obtained from Resource Management, Legal Office and OSC Transportation Office.

If NOK are authorized movement at Government expense, obtain a memorandum of authorization for invitational travel order to be issued by the Transportation and Traffic Management Division, i.e., name, SSN, fund cite, purpose of travel, etc. required to prepare Invitational Travel Orders, if justified.

Contact Commercial Travel Office (CTO) serving installation to begin scheduling family flight arrangements. It is imperative that adequate time between flights (at least two hours between flights and no commuter flights) is arranged so the family can accompany all the way. Additionally, check on special reduced fares for bereavement in case there are family members going who will not be financed by the government.

Contact the funeral director at the incident site to advise what flights are being scheduled for family members to return home on so he may coordinate shipment of the body on the same flight. Also discuss any difficulties that may be encountered returning the deceased home.

When reservations have been secured both going and returning, with coordination of the funeral director, notify installation POC of the arrangements. If itinerary is approved through family members, contact CTO to cut tickets for Invitational travel or furnish credit card information for non-funded family members. Arrangements may have to be made to pickup tickets at airport for and special fare tickets.

Furnish itinerary, tickets, car rental information and Invitational travel order to installation POC for delivery to family members. Travel arrangements will be relayed to Survival Office at destination so they may complete their arrangements for escorts, etc.

Consider alternative plans if Commercial means become exhausted and will not be feasible.

Role of the Public Affairs (PA) Office

The installation Public Affairs Officer (PAO) has several roles to play after an employee death. Therefore, it is extremely important that the PAO become involved as early as possible
in any such emergency. The installation PAO should establish a link with the PAO at the incident site, if there is one.

The PAO will work with the liaison personnel to provide assistance to the family on request. If reporters ask to speak with the family, the PAO will offer his service to the family as a
conduit. Remind the family that they are not obligated to speak with the media in a time of shock and grief, but are permitted to do so if they wish.

When a civilian dies off post, local authorities make the announcement. The installation PAO should monitor media reports from that area with the support of the site PAO, if there is one.

Liaison personnel appointed to work with the families of individuals involved in the incident will keep the PAO informed about developments. Liaison personnel will provide any information that the
PAO requires for his duties.

The installation PAO is also responsible for keeping the workforce informed. Email is probably the best way to quickly transmit the information.

After an off-post event that causes mass casualties, the PAO should expect to deploy to the site to handle media on site. Alternatively, a higher HQ PAO may deploy. If the installation PAO deploys,
appoint another member of the staff to take care of the situation at the installation.

Role of the Army Community Services Dvision

Although there are no governing directives for the Army Community Services for fatalities occurring in a TDY status, the individual assigned to this position will perform the following:

Function as liaison between the family, casualty assistance officer, and victim's pastor, or the Command Chaplain.

Report wake and funeral arrangements to casualty assistance officer.

Cordinate any involvement the Installation Commander may have in the proceedings with the casualty assistance officer, local pastor or the Command Chaplain.

Recommendations for individuals functioning as liaison when an accident occurs away from the responsible home station:

Use local resources to include local pastor.

Use military chaplain. Army Chaplains are authorized to support DAJDOD civilians and their family members. Draw from local military reserve forces if possible.

Role of the Unit Ministry Team

The goal of this service is to enable people to hasten normal healing and coping processes by sharing views about the incident with their co-workers (i.e., Critical Incident
Stress Debriefing (CISD)). Critical Incident Stress Management is a crisis intervention measure, which can help avoid more serious long-term effects of a critical incident.

A CISD alone may not solve all the problems presented during the brief time frame available, therefore, it may sometimes be necessary to refer individuals for treatment after a
debriefing. Examples of treatment include grief/bereavement or stress management counseling.

Having the EAP serve on the Family Notification Team, allows for rapid assessment of the affected family as to what EAP assistance may be needed. However, it is a very powerful
emotional experience for the Family Notification Team.